1. Purpose and Scope
This document presents the full Risk Register and Risk Management Plan for the Road Trip from Perth to Steep Point, the Expedition from Steep Point to Cape Byron, and the post-Expedition Liaison return to Perth.
The document is a working instrument. Risk ratings, mitigations, and action owners must be reviewed and agreed by all participants before departure. All [DATE TBC] fields must be resolved and all pre-departure actions marked complete before the convoy departs Perth.
2. Risk Framework
2.1 Rating Methodology
Risks are rated using a 5 × 5 Likelihood × Consequence matrix. Each dimension is scored 1–5; the combined rating (Likelihood × Consequence) maps to one of four bands.
| EXTREME | HIGH | MEDIUM | LOW | |
| Do Not Proceed — senior review required; additional controls mandatory | Senior review required; dedicated mitigation actions must be confirmed before proceeding | Manage and monitor; mitigation actions to be assigned and tracked | Accept with standard controls; monitor periodically |
2.2 Likelihood Descriptors
| Score | Level | Description |
| 5 | Almost Certain | Expected to occur during the trip — has happened on comparable expeditions |
| 4 | Likely | More likely than not to occur |
| 3 | Possible | Could occur; about 50/50 |
| 2 | Unlikely | Not expected to occur, but possible |
| 1 | Rare | Would require exceptional circumstances |
2.3 Consequence Descriptors
| Score | Level | Description |
| 5 | Catastrophic | Loss of life, permanent disability, or total loss of multiple vehicles |
| 4 | Major | Serious injury requiring evacuation; single vehicle written off; expedition abandoned |
| 3 | Moderate | Medical treatment required; significant vehicle damage; >2-day delay |
| 2 | Minor | Minor injury; minor vehicle damage; <1-day delay; recoverable cost |
| 1 | Insignificant | No injury; negligible damage; no schedule impact |
2.4 Risk Matrix
| Likelihood \ Consequence | Insignificant (1) | Minor (2) | Moderate (3) | Major (4) | Catastrophic (5) |
| Almost Certain (5) | HIGH | HIGH | EXTREME | EXTREME | EXTREME |
| Likely (4) | MEDIUM | HIGH | HIGH | EXTREME | EXTREME |
| Possible (3) | LOW | MEDIUM | HIGH | HIGH | EXTREME |
| Unlikely (2) | LOW | LOW | MEDIUM | HIGH | HIGH |
| Rare (1) | LOW | LOW | MEDIUM | MEDIUM | HIGH |
3. Risk Register
L = Likelihood (1–5) C = Consequence (1–5) Rating = combined band after mitigation is applied. Risks are grouped by category.
| ID | Category | Risk Description | L | C | Rating | Key Mitigations | Owner | Status |
| PERSONAL SAFETY | ||||||||
| PS-01 | Personal Safety | Medical emergency — remote location (cardiac, trauma, snake bite, heat stroke) | 4 | 5 | EXTREME | • GP medical clearance obtained by all participants before departure • Personal medical history, medications, and Medicare details filed with Medical Coordinator • GME MT610G PLB carried in each vehicle; activation criteria defined • Starlink provides voice/video to RFDS and emergency services • RFDS base locations and hospital coordinates loaded for every leg • Remote-area first-aid kit in each vehicle; group trauma kit in lead vehicle • Snake bite kit, burn dressings, and trauma dressings in each vehicle • Medical evacuation insurance confirmed for all participants • Medical Coordinator nominated before departure • No solo walking in remote areas; buddy system enforced | All | Open |
| PS-02 | Personal Safety | Heat stress / dehydration on desert legs (Simpson, Gunbarrel, Strzelecki) | 4 | 4 | EXTREME | • Minimum 7 L/person/day drinking water planned; 180 L total carried across convoy • Water status checked each morning; any vehicle below 50% reserve notifies convoy • No vehicle enters Simpson Desert with less than planned water allocation • Legs scheduled for winter (June) to minimise heat exposure • Travel in early morning; rest during hottest part of day if conditions demand • Electrolyte supplements and oral rehydration sachets in medical kit | All | Open |
| PS-03 | Personal Safety | Participant falls or physical injury at remote campsite or track | 3 | 3 | HIGH | • Situational awareness briefing at remote campsites — uneven terrain, wildlife • Adequate lighting at camp; headtorches mandatory personal equipment • No alcohol consumption that impairs next-day fitness to drive • Footwear appropriate for terrain at all times outside vehicle | All | Open |
| PS-04 | Personal Safety | Participant becomes lost or separated from convoy | 2 | 4 | HIGH | • No participant to leave convoy vehicle without informing another team member • UHF CB mandatory for any separation; channel 23 convoy channel • PLB carried by any participant leaving visual range of vehicles • Last-known-position procedure activated immediately on missing person • Halt convoy; local search; escalate via Starlink if unresolved within 30 min | Kim Epton | Open |
| PS-05 | Personal Safety | Participant withdrawal due to illness, injury, or personal reasons | 3 | 3 | HIGH | • Confirm commitment from all participants by [DATE TBC] — minimum 6 months out • Minimum viable team defined: expedition can proceed with three participants • Two-vehicle minimum for remote legs if one participant must withdraw • Travel insurance with trip cancellation cover confirmed for all participants • Replacement participant identified as contingency (if available) | Kim Epton | Open |
| VEHICLE | ||||||||
| VH-01 | Vehicle | Vehicle breakdown in remote section (driveline, suspension, cooling, clutch, wheel bearing) | 4 | 4 | EXTREME | • Full mechanical service of all three vehicles completed before departure • Concentrate pre-trip preparation on highest-failure-probability systems: driveline, bearings, cooling, clutch • Spares kit to include: fan belts, hoses, coolant, clutch cable, wheel bearings, brake pads, fuses • Immediate-action tool kit in each vehicle; comprehensive shared tool kit • Cliff Hills (mechanic) designated Vehicle Recovery Lead • Three-vehicle convoy — no vehicle disabled without two remaining to assist • Recovery hierarchy: self-recovery → convoy recovery → local assistance → commercial • Commercial recovery cost assessment completed; budget contingency allocated • Investigate roadside assistance membership (RAA/RAC remote coverage) • Investigate Club 4×4 or Shannon’s insurance for expedition coverage | Cliff Hills | Open |
| VH-02 | Vehicle | Tyre damage — puncture, sidewall failure, or multiple flats | 5 | 3 | HIGH | • All-terrain tyres with three-ply reinforced sidewalls fitted to all vehicles • Minimum two full-size spare tyres per vehicle • Tyre repair kit (plugs, patches, CO2/compressor) in each vehicle • MaxTrax in each vehicle for soft-sand recovery • Tyre pressure management: reduce to ~22 psi on sand, re-inflate on seal • Tyre condition and pressures inspected every morning and after rough sections • Wheel nuts checked every morning | Cliff Hills | Open |
| VH-03 | Vehicle | Fuel contamination / dirty fuel causing engine damage | 3 | 4 | HIGH | • Contact all remote fuel stops before departure to confirm fuel quality and type • Carry inline fuel filter for use at suspect locations • Observe fuel settling — do not use jerry cans if sediment visible • Record fuel source at each stop for fault tracing if required • Spare fuel filters in spares kit | Cliff Hills | Open |
| VH-04 | Vehicle | Overheat / engine damage on corrugated outback tracks | 3 | 4 | HIGH | • Cooling system fully serviced before departure; new coolant, thermostat, hoses • Radiator flushed and inspected • Spare coolant carried in each vehicle • Engine temperature monitored continuously; convoy stops if any vehicle shows elevated temp • Reduce speed on corrugated sections to limit vibration and thermal stress • Rest vehicles at midday if ambient temperature is high | Cliff Hills | Open |
| VH-05 | Vehicle | Vehicle fire | 2 | 5 | HIGH | • Fire extinguisher (1 kg dry powder minimum) in each vehicle, within reach of driver • Wiring inspected and secured pre-departure; no exposed or chafed wiring • No smoking in or near vehicles • Fire response: stop immediately, evacuate occupants, use extinguisher, recover essential items only if safe • Emergency contacts and PLB activation if fire uncontrollable | All | Open |
| VH-06 | Vehicle | Vehicle immobilisation in critical remote section with escalating risk (e.g. Simpson Desert) | 2 | 5 | HIGH | • Simpson Desert crossing only undertaken with all three vehicles fully serviceable • 30% fuel reserve maintained on Simpson leg • No vehicle enters French Line or QAA Line without full water allocation • UHF Channel 10 monitored continuously during crossing; call from top of dunes • Sand flags erected for visibility • PLB and Starlink as escalation paths if commercial recovery required • Budget contingency of $10,000–$15,000 allocated for worst-case Simpson recovery | Kim Epton | Open |
| NAVIGATION & ROUTE | ||||||||
| NV-01 | Navigation & Route | Track closure due to rain, flood, or road authority decision | 3 | 4 | HIGH | • Check ExplorOz track conditions and relevant Facebook groups (e.g. Simpson Desert) within 48 hours of each leg • Download all offline maps and GPX files before departure — no mobile connectivity on many legs • Alternative route options identified for critical legs (Gunbarrel, Simpson, Strzelecki) • Starlink enables real-time condition checking en route • Hema HX-2 and ExplorOz as primary navigation; GaiaGPS as backup • Paper maps and Hema Road Atlas carried as tertiary backup | Kim Epton | Open |
| NV-02 | Navigation & Route | Navigation error leading to wrong track in remote area | 2 | 4 | HIGH | • GPX files prepared and verified for all 24 legs before departure • GPX files loaded and tested on Hema HX-2 and iPad before leaving Perth • Route briefing conducted each morning before departure • Redundant navigation: Hema HX-2 (primary) + iPad ExplorOz (secondary) + GaiaGPS (tertiary) • Kim Epton designated Navigator; all route changes require convoy consensus • Track junctions photographed in route notes for reference | Kim Epton | Open |
| NV-03 | Navigation & Route | Wildlife strike — kangaroo, camel, cattle, or emu on road | 4 | 3 | HIGH | • No driving between dusk and dawn on open outback tracks • Reduce speed at dawn, dusk, and in known animal corridors • Spotlights or driving lights fitted and used in low-light conditions • Appropriate bullbars on vehicles traversing high-risk areas • Maintain convoy spacing to allow braking if lead vehicle stops | All | Open |
| FUEL & WATER | ||||||||
| FW-01 | Fuel & Water | Fuel exhaustion between remote stops (Carnegie–Warburton; Mt Dare–Birdsville) | 3 | 5 | EXTREME | • Minimum two × 20 L metal jerry cans per vehicle on critical legs • 20% fuel reserve on normal outback legs; 30% on Simpson Desert crossing • All vehicles depart each fuel stop with full tanks • Fuel consumption figures confirmed in loaded, unsealed-road conditions before departure • Floor tank installation investigated for Carnegie–Warburton and Mt Dare–Birdsville legs • Contact Carnegie, Warburton, Mt Dare, and Birdsville fuel stops to confirm availability and opening hours • Fuel remaining recorded in daily operational report each evening | Rod Dally | Open |
| FW-02 | Fuel & Water | Fuel stop closed or out of stock at remote location | 3 | 4 | HIGH | • Contact all fuel stops before departure; confirm hours, fuel type, and payment method • Obtain local contacts and after-hours numbers for critical stops • Carry sufficient fuel to reach the next confirmed stop in the event of closure • ExplorOz community reports checked before each critical refuel | Kim Epton | Open |
| FW-03 | Fuel & Water | Water supply exhaustion — vehicle or camp | 2 | 5 | HIGH | • Minimum 60 L per vehicle (180 L total); provides normal consumption plus 3-day emergency reserve • Water status checked every morning; vehicle below 50% notifies convoy • No vehicle enters Simpson Desert below planned water allocation • Replenish at every available town; do not rely on single-source refills • Water purification tablets in group medical kit as emergency backup | Rod Dally | Open |
| COMMUNICATIONS | ||||||||
| CM-01 | Communications | Total communications failure — Starlink + UHF + PLB all inoperative | 1 | 5 | HIGH | • Redundant, independent comms layers: Starlink (broadband) + UHF CB (short range) + PLB (emergency beacon) • No single point of failure: three independent systems across three vehicles • PLB is standalone — requires no infrastructure, operates via COSPAS-SARSAT satellite network • Starlink hardware checked before departure; firmware updated • UHF radios (vehicle and handheld) tested before departure; spare batteries • If all comms lost: stay with vehicles, deploy PLB, await AMSA SAR response | All | Open |
| CM-02 | Communications | Starlink hardware failure or theft | 2 | 3 | MEDIUM | • Starlink carried in minimum two vehicles (Nav and Sweep) • Secure Starlink hardware when leaving vehicles unattended • UHF CB and PLB provide fallback communications • Spare Starlink power cable in equipment kit | Kim Epton | Open |
| PERMITS & COMPLIANCE | ||||||||
| PC-01 | Permits & Compliance | Travel through restricted land without required permit (APY Lands, Aboriginal land) | 3 | 4 | HIGH | • Identify all permit requirements for route through WA, NT, SA, QLD, and NSW • Apply for APY Lands permit minimum 8 weeks before entry • Carry physical copies of all permits in each vehicle • Permit register (Appendix C) to be completed before departure • Route adjusted if permit not granted — contingency bypass identified | Kim Epton | Open |
| PC-02 | Permits & Compliance | Finke Desert Race road closures cause expedition delay or route blockage | 3 | 3 | MEDIUM | • Road closure windows confirmed: 6 am–6 pm Sunday and Monday of race weekend • Expedition schedule built around closure windows — depart for Red Centre Way Saturday • Alternative access routes identified for each traffic management checkpoint • FDR official contacts obtained (Russ Cullen noted in plan) • Day-by-day Alice Springs schedule is flexible to absorb minor delays | Kim Epton | Open |
| FINANCE | ||||||||
| FI-01 | Finance | Cost overrun exceeding expedition budget | 3 | 3 | MEDIUM | • Minimum 15% contingency included in finalised budget • Recovery cost budget of up to $15,000 for worst-case scenario identified • Shared funding model across four participants; individual cost caps agreed before departure • Full itemised budget to be completed and agreed by all participants by [DATE TBC] • Non-essential expenditure reviewed against budget weekly during road trip | Kim Epton | Open |
| FI-02 | Finance | Sponsorship or funding fails to materialise | 2 | 3 | MEDIUM | • Expedition is fully self-funded by participants — sponsorship is supplementary • Sponsorship approach defined; approached organisations briefed on deliverables • Trip proceeds regardless of sponsorship outcome — budget built on participant funding only | Kim Epton | Open |
| SCHEDULE | ||||||||
| SC-01 | Schedule | Expedition falls critically behind schedule — unable to complete in available time | 3 | 3 | MEDIUM | • Itinerary has 24 named legs with distances — review pace at end of each leg • Legs with the least slack (Alice Springs FDR timing) monitored closely • Decision points defined: if >2 days behind by Alice Springs, assess Simpson Desert inclusion • Layday built in at Cape Byron (22 June) before liaison • Minimum viable completion: Steep Point to Cape Byron regardless of side trips | Kim Epton | Open |
| SC-02 | Schedule | Extended vehicle repair stops consume itinerary days | 3 | 3 | MEDIUM | • Daily vehicle inspections reduce risk of unexpected failures • Cliff Hills’ mechanical expertise enables roadside repairs that would strand other teams • Schedule includes no single-day legs that cannot be extended into the next • Operations log captures defects nightly to allow planning for next-day repair access • Alice Springs is the ideal repair point — full workshop facilities available | Cliff Hills | Open |
| ENVIRONMENTAL | ||||||||
| EN-01 | Environmental | Extreme weather — dust storm, flash flood, or severe cold snap | 2 | 4 | HIGH | • Weather forecast reviewed via Starlink every morning before departure • Expedition scheduled in June (austral winter) — minimises heat and flood risk • Convoy stops and shelters if visibility falls below safe driving level in dust storm • Camp not established in dry creek beds or obvious flood paths • Warm weather gear and sleeping systems rated for below-zero temperatures (desert nights) | All | Open |
| EN-02 | Environmental | Bushfire — road closure or danger to convoy | 2 | 4 | HIGH | • Fire danger monitoring via Starlink and state fire authority alerts • Route does not pass through heavily vegetated fire-prone areas (primarily arid/semi-arid) • Fire extinguisher in each vehicle • Evacuation route identified from each campsite; convoy does not camp in narrow gorges without egress | Kim Epton | Open |
4. Pre-Departure Treatment Plan
The actions below must be completed before the convoy departs Perth. Each action is linked to one or more risks in the Register. Completion status to be reviewed at final pre-departure team meeting.
| Risk ID(s) | Treatment Action | Responsible | Target Date | Complete |
| PS-01, PS-02 | Obtain GP medical clearance for all participants | All participants | [DATE TBC] | ☐ |
| PS-01 | Confirm medical evacuation insurance for all participants | Rod Dally | [DATE TBC] | ☐ |
| PS-01 | Prepare and file individual medical summaries with Medical Coordinator | All participants | [DATE TBC] | ☐ |
| PS-05 | Confirm participation commitment from all four participants | Kim Epton | [DATE TBC] | ☐ |
| VH-01 | Complete full mechanical service of all three vehicles | Cliff Hills | [DATE TBC] | ☐ |
| VH-01 | Compile and install comprehensive spares kit in each vehicle | Cliff Hills | [DATE TBC] | ☐ |
| VH-02 | Fit all-terrain three-ply tyres to all vehicles; carry minimum two spares per vehicle | Cliff Hills | [DATE TBC] | ☐ |
| VH-01 | Investigate and confirm roadside assistance coverage (RAC/RAA remote plan) | Kim Epton | [DATE TBC] | ☐ |
| VH-01, VH-06 | Investigate Club 4×4 or Shannon’s expedition insurance | Kim Epton | [DATE TBC] | ☐ |
| NV-01, NV-02 | Prepare and verify GPX files for all 24 legs; load and test on all navigation devices | Kim Epton | [DATE TBC] | ☐ |
| FW-01, FW-02 | Contact all remote fuel stops to confirm availability, fuel type, hours, and payment method | Kim Epton / Rod Dally | [DATE TBC] | ☐ |
| FW-01 | Investigate floor tank installation for Carnegie–Warburton and Mt Dare–Birdsville legs | Cliff Hills | [DATE TBC] | ☐ |
| PC-01 | Identify all permits required for route; apply for APY Lands permit (minimum 8 weeks lead) | Kim Epton | [DATE TBC] | ☐ |
| CM-01, CM-02 | Test and update Starlink, UHF CB (vehicle and handheld), and PLBs | Cliff Hills | [DATE TBC] | ☐ |
| FI-01 | Finalise full itemised budget; agree cost-share model with all participants | Kim Epton | [DATE TBC] | ☐ |
| SC-01 | Confirm FDR road closure windows and build final itinerary around them | Kim Epton | [DATE TBC] | ☐ |
| NV-02 | Download all offline maps for WA, NT, SA, QLD, and NSW on all navigation devices | Kim Epton | [DATE TBC] | ☐ |
5. In-Trip Risk Management
5.1 Daily Risk Review
Each morning before departure the convoy leader conducts a 5-minute risk review covering:
- Vehicle condition (tyres, fluids, lights, wheel nuts)
- Fuel and water levels — confirm reserves against next leg requirements
- Weather forecast — sourced via Starlink
- Track conditions — ExplorOz and relevant Facebook groups
- Participant health and fitness to drive
- Communications check — UHF, Starlink, PLB
5.2 Critical Decision Gates
The following decision gates require an explicit GO / NO-GO decision by the full team before proceeding. A single participant veto on safety grounds is sufficient to hold the convoy.
| Decision Gate | Location | Go Criteria | No-Go Action |
| Carnegie–Warburton (Gunbarrel Hwy) | Carnegie Station | All vehicles: full tanks, min 80 L jerry cans, no known mechanical defects; track open per ExplorOz | Delay at Carnegie; repair defects; await track opening |
| Warburton–Yulara | Warburton | All vehicles fuel full; no outstanding mechanical defects | Additional fuel sourced; defects repaired before departure |
| Simpson Desert Crossing (Mt Dare–Birdsville) | Mt Dare | All vehicles serviceable; 30% fuel reserve; full water allocation (180 L+); weather clear; track open; UHF Ch 10 active; sand flags fitted | Do not enter; camp at Mt Dare; reassess next day; commercial support arranged if required |
| Birdsville–Innamincka (Strzelecki Track) | Birdsville | Vehicles full of fuel; track condition confirmed; no significant weather event forecast | Await improved conditions; fuel forward to Innamincka via alternative if available |
5.3 Evening Operational Report
The convoy leader records the following each evening. This data feeds next-day risk decisions and forms the expedition record.
- Location and distance travelled
- Fuel remaining per vehicle
- Water remaining per vehicle
- Vehicle defects noted during the day
- Injuries or incidents
- Weather conditions and forecast
- Track conditions observed — report to ExplorOz where possible
- Next-day objectives and known hazards
5.4 Escalation and Emergency Contacts
| Service | Contact | Notes |
| Emergency (Police / Ambulance / Fire) | 000 | Available where mobile or satellite voice coverage exists |
| RFDS (Royal Flying Doctor Service) | 1800 625 800 | 24-hr emergency line; provide GPS coordinates, nature of injury, number of casualties |
| AMSA (Australian Maritime Safety Authority — PLB) | Automatic on PLB activation | PLB activation triggers COSPAS-SARSAT alert; AMSA coordinates SAR response |
| NT Police (Alice Springs) | (08) 8951 8888 | Primary point of contact for Simpson Desert incident escalation |
| SA Police (Port Augusta) | (08) 8648 8690 | Strzelecki and Cameron Corner region |
| QLD Police (Birdsville) | (07) 4656 3220 | Simpson Desert eastern recovery coordination |
| Emergency Contact — Kim Epton | [TBC] | Primary NOK contact for expedition; holds copy of full risk register |
| Commercial Recovery | [TBC pre-departure] | Identify preferred operator for each high-risk zone before departure |
6. Post-Trip Risk Review
Within four weeks of return to Perth, the expedition team conducts a debrief to:
- Record all incidents, near-misses, and unplanned events against this register
- Rate actual versus predicted risk frequency
- Identify mitigations that did not perform as expected
- Update this document for any future expedition
- Submit track condition reports to ExplorOz for the benefit of other travellers
This register is a living document. Risk ratings and mitigations must be reviewed at each team meeting and updated to reflect changed conditions, participant fitness, and vehicle status. All participants are responsible for raising new risks as they are identified.